Reservation Supervisor

4 months ago

Ottawa, Canada Gray Collection Full time

The Metcalfe Hotel delivers in Ottawa an understated luxury to world travelers by showcasing our rich building history and connecting to the current culture, community, and people that make Ottawa a lively 21st century capital city. Newly fully renovated and now part of the Gray Collection, our hotel is now entering a new era.

**JOB DUTIES**:

- Check availability and daily rates and read daily reports.
- Communicate to the Front Desk of any new rates, promotions, and packages.
- Check daily and next-day arrivals (VIPs, special requests, Routing, etc.).
- Verify that room assignments are accommodating according to special requests.
- Identify potential corporate clients and refer them to the Sales Manager for prospecting.
- Check Entered On & By Opera Report for reservations and cancellations entered the previous day.
- Check for multiple reservations and duplicates for validations.
- Take note of suspicious bookings (Long Stay, invalid CC, etc.) and investigate.
- Balance the current day's inventory and ahead on projected sold out nights.
- Compare and verify Extranets and SynXis reservations with Opera to ensure there aren’t any discrepancies that could affect occupancy.
- Validate all bookings on oversold nights by contacting guests ahead to confirm their arrival.
- Prepare for walks on overbooked dates by calling around other hotels for availability, selecting guests to be walked, contacting guests ahead of time and setting up for the walk(s).
- Check upcoming groups and display summary of groups for the coming week (BEO).
- Monitor group block pick up, cut off dates, etc.
- Adjust group blocks according to their pickup, increase or decrease.
- Be the contact person to the client once the group block turns definite in preparation for their arrival.
- Prepare group blocks for their arrival, preassign rooms, key packs, etc.
- Ensure group payment is received and deposit has been taken on the date(s) listed on the group contract.
- Generate group pick-up reports for commissionable groups and communicate data to the client and accounting for payment.
- Ensure group block PM account is revised with accurate room nights, extra charges, etc. before sending the final invoice to the client.
- Check extranets - Booking, Expedia, etc. - Reply to guests’ messages.
- Add notes, alert and/or traces on reservations to inform concerned departments.
- Check travel agents’ commissions on Central Payment via TACS platform.
- Maintain a good relationship with Director of Sales and Director of Revenues.
- Perform other duties as needed and special projects as assigned by management.

QUALIFICATIONS
- Minimum of one (1) year of experience in a similar position or as a Front Desk Agent
- Strong customer service skills
- Autonomy
- Resourcefulness
- Organizational skills
- Excellent communication skills in both English and French, both orally and in writing.

**BENEFITS**:

- Group insurance plan
- Group RRSP and DPSP (Deferred Profit-Sharing Plan)
- 50% employee discount in all our establishments for the employee and 3 guests
- Corporate culture that promotes employee appreciation
- Employee recognition events
- Company in full growth (perspective of evolution and personal development)

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